Senior Administrative Coordinator

2 weeks ago

Philadelphia, Pennsylvania, United States AppleOne Employment Services Full time

The Senior Administrative Coordinator will act as the primary liaison for a C-Suite executive, providing insight into various organizational functions. This position requires outstanding communication abilities, a polished demeanor, and robust analytical skills. The ideal candidate will grasp executive requirements, foresee challenges, and address them with poise and sophistication. Maintaining confidentiality and professionalism under pressure is crucial. In this capacity, you will deliver a comprehensive range of administrative assistance to a C-suite level executive and, to a lesser extent, some basic support for their local direct reports.

Key Responsibilities:

  • Effectively collaborate to keep the executive well-informed of upcoming commitments and responsibilities, adjusting priorities as necessary.
  • Manage conflicting demands; address all matters promptly and follow through on projects to successful completion, often under tight deadlines.
  • Utilize a PC and MS Office Suite, along with related software and technology, to complete assignments efficiently.
  • Handle routine correspondence following established protocols that do not require management review.
  • Oversee and maintain daily calendars, resolving scheduling conflicts and organizing various meetings and appointments.
  • Coordinate intricate and detailed global travel arrangements, including comprehensive itineraries and agendas for the executive, adjusting in real-time as needed.
  • Resourcefully network across the organization to tackle challenges and execute daily tasks.
  • Reconcile and maintain expense records, statements, and invoices.
  • Create, transcribe, and distribute meeting agendas and minutes.
  • Organize and maintain files and documents appropriately, ensuring compliance with records management standards.
  • Develop and maintain Excel spreadsheets and other databases.
  • Support departmental activities, including meeting preparation, planning, scheduling, and processing purchase order requisitions.
  • Engage in project-based work as required, while focusing on the coordination and prioritization of routine daily tasks.

Minimum Qualifications:

  • High school diploma is required.
  • 5+ years of relevant experience supporting leaders in an administrative role.
  • Experience in a corporate environment with both internal and external stakeholders.
  • Exceptional verbal and written communication skills, with a keen attention to detail and executive presence.
  • Proficiency in MS Office, including Outlook & Teams (managing multiple calendars/email boxes and utilizing meeting tools), with a demonstrated ability to quickly learn other technologies and systems.
  • Ability to anticipate needs and proactively identify solutions with or without direct supervision.
  • Capacity to thrive in a fast-paced environment and prioritize and organize work under tight deadlines and shifting priorities.

Preferred Qualifications:

  • Associate or bachelor's degree is preferred.
  • Experience supporting similar Executive level leaders.
  • Familiarity with analytical skills, Excel, and creating/editing PowerPoint presentations, along with project management experience.

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